Maintenance Admin Assistant - Cedar Rapids, IA

Job description

Maintenance Admin Assistant - Cedar Rapids, IA

Summary

The Administrative Assistant provides administrative and system support to the Maintenance Department, with primary responsibility for maintaining accurate records within the Computerized Maintenance Management System (CMMS) and contractor timekeeping system. This role ensures maintenance work orders, contractor labor hours, and supporting documentation are entered, validated, and processed accurately to support maintenance planning, reporting, and contractor invoice reconciliation

Specific Job Duties

• Enter, maintain, and update maintenance work order information within the CMMS.
• Review completed work orders for accuracy and completeness.
• Process maintenance labor, materials, and equipment usage records.
• Maintain equipment and asset data within the CMMS.
• Administer the contractor timekeeping system and ensure accurate labor hour reporting.
• Verify contractor hours against approved work orders and assigned activities.
• Support contractor invoice processing by validating labor charges and documentation.
• Investigate and resolve discrepancies between contractor records, work orders, and invoices.
• Generate and distribute maintenance performance, labor, and contractor spending reports.
• Perform routine audits to ensure data accuracy and integrity across maintenance systems.
• Maintain maintenance records and documentation in accordance with company requirements.
• Assist maintenance planners and supervisors with scheduling, reporting, and administrative support.
• Coordinate with contractors, maintenance personnel, finance, and operations teams as needed.
• Support department meetings, communications, and reporting activities.
• Identify opportunities to improve data quality, reporting accuracy, and administrative processes.

Preferred Skills

• Strong attention to detail with a high degree of accuracy in data entry and record management.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
• Ability to learn and effectively utilize CMMS (MAXIMO), contractor management, and business systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Effective communication and problem-solving skills with the ability to work across departments and with external contractors

Environment

• Primarily Monday – Friday, but available for operations outside of standard working hours
• Work with various chemicals and caustics
• Stand for long periods of time
• Lift 50 lbs
• Carry ladders and tools
• Climb ladders / stairs
• Walk long distances

Excited about this role but don’t think you meet every requirement listed?

We encourage you to apply anyway. You may be just the right candidate for this role or another one of our openings.

ADM requires the successful completion of a background check.

REF:112856BR